REGIONAL OSTEOPATHIC CONVENTION NEW YORK 2018 ROC - NY 2018 Emerging Topics in the World of Medicine April 12-15, 2018 EXHIBIT HALL APRIL 13 & 14, 2018 Hyatt Regency Long Island Hotel Hauppauge, New York PROSPECTUS 1
TABLE OF CONTENTS Table of Contents...1 Introduction...1 Exhibit Opportunities...3 Exhibit Schedule...5 Exhibitor & Hotel Information...6 Exhibitor Set-up Information...7 Registration Form...Attachement A INTRODUCTION Thank you for your interest in the New York State Osteopathic Medical Society s Regional Osteopathic Convention-New York (ROC - NY) CME Convention at the Hyatt Regency Long Island in Hauppauge, NY. The convention dates are April 12-15, 2018. The Exhibit Hall will be open April 13 and 14. ROC - NY (Formerly EROC) is an annual educational program. Organizations may purchase exhibit space and/or sponsor events. This service kit is designed to provide much of the information necessary to plan the logistics of your exhibit space. Barbara Greenwald will be your primary staff liaison in coordinating on-site logistics. Contact her at bgreenwa@nyit.edu or direct line (516) 686-3958 or NYSOMS office (800) 841-4131. 2
EXHIBIT OPPORTUNITIES EXHIBIT HALL TABLE SPONSORSHIP SINGLE TABLE- $1,500 DOUBLE TABLE - $2,500 (EACH ADDITIONAL TABLE $1000) o Tabletop exhibit in exhibit hall, adjacent to CME seminars from Friday, April 13, to Saturday, April 14. ROC-NY Convention. o Registration fee for exhibit representatives, which includes entrance into all educational sessions, breakfasts, lunches and Friday President s Reception. o Because the daily raffles held the past few years were generally successful in increasing traffic into the exhibit hall and to all the booths, we will be holding them again at ROC NY 2018. Exhibitors will give out raffle tickets to those who visit their booths, and the raffles will be held at the end of the day on Friday and Saturday. We will also hold a raffle for exhibitors. OTHER SPONSORSHIP OPPORTUNITIES PRESIDENTIAL SPONSOR: $10,000 (ONE AVAILABLE) PRESIDENTIAL CO-SPONSORSHIP $5,000 (TWO AVAILABLE) o Sponsorship/signage at President s Reception o Double table in our exhibit hall (one table each for co-sponsorship) ROC-NY convention o Registration fee for exhibit representatives which includes entrance into all educational sessions, breakfasts, lunches and President s Reception COFFEE/TEA SPONSORSHIP $4,000 (ONE AVAILABLE) o Sponsorship/signage in exhibit hall o Exhibit table in conjunction with beverage (coffee break) buffet ROC-NY convention o Registration fee for exhibit representatives, which includes entrance into all educational sessions, breakfasts, lunches and President s Reception. 3
LUNCH BUFFET SPONSORSHIP $4,000 (THREE AVAILABLE) o Sponsorship/signage at President s Reception o One table in our exhibit hall ROC-NY convention o Registration fee for exhibit representatives, which includes entrance into all educational sessions, breakfasts, lunches and President s Reception. BREAKFAST SPONSORSHIP $2,000 (FOUR AVAILABLE) o Sponsorship/signage at corresponding breakfast ROC-NY convention o Registration fee for exhibit representatives, which includes entrance into all educational sessions, breakfasts, lunches and President s Reception. 4
EXHIBIT HALL SCHEDULE (tentative) All exhibits MUST be assembled by 9:00 AM Friday* Friday April 13, 2018 Location Start Time End Time Registration & Information Desk Lobby 7:30 AM 5:30 PM Exhibit Hall Setup Exhibit Hall 6:00 AM 9:00 PM Exhibit Hall Exhibit Hall 7:30 AM 5:30 PM Breakfast Lobby 7:30 AM 8:00 AM Lectures Lecture Hall 8:00 AM 5:30 PM Poster Competition Setup Lobby 10:00 AM 12:15 PM BREAK AM Exhibit Hall 10:00 AM 10:15 AM NYSOMS Annual Meeting [LUNCH] Lobby 12:15 PM 2:00 PM Poster Competition Lobby 2:00 PM 6:15 PM BREAK PM Exhibit Hall 4:00 PM 4:15 PM Special programs Classroom 2:00 PM 6:15 PM President's Reception and Award Ceremony (exhibitors invited) This might change Ballroom 6:30 PM 9:00 PM Saturday April 14, 2018 Location Start Time End Time Registration & Information Desk Lobby 7:30 AM 5:30 PM Exhibit Hall Exhibit Hall 7:30 AM 5:30 PM Light Breakfast Lobby 7:30 AM 8:00 AM Lectures Lecture Hall 8:00 AM 4:30 PM BREAK AM Exhibit Hall 10:00 AM 10:15 AM LUNCH Lobby 12:15 PM 1:15 PM PM BREAK Exhibit Hall 2:15 PM 2:30 PM Exhibit Hall Breakdown Exhibit Hall 3:30 PM 4:30 PM * No exceptions unless arrangements are made in advance. 5
EXHIBITOR & HOTEL INFORMATION REGISTRATION FEES Your organization's contribution to the NYSOMS CME Convention entitles you to a copy of the program and entrance to the breakfasts, breaks and lunches on exhibiting days, as indicated in the Exhibit Hall schedule. Please return the exhibit space contract with payment to: Fax: (212) 261-1786 Email: ROC-NY@nysoms.org Mail: ROC-NY 2018 Exhibits NYSOMS at NYIT 1855 Broadway New York, NY 10023-7606 SUBMIT CONTRACT BY March 12, 2018 STAFFING Exhibitors must open their exhibit on time and staff the tables at all times during scheduled show hours. All exhibitors must be registered as a convention participant in order to receive a badge. All staff should submit a business card when picking up badges at the registration table. CONVENTION BADGES A badge must be worn when entering and at all times while in the exhibit hall and at convention events. HOTEL The Hyatt Regency, Long Island 1717 Motor Parkway Hauppauge, NY 11788; For reservations, please access this dedicated Web site: https://aws.passkey.com/e/49391423 You may also call (631) 784-1234. Reference: NYS Osteopathic Medical Society 04/012/18 to 04/15/18 The convention room rate is $135 for single or double occupancy, plus applicable state and local taxes. Hotel reservations must be made by March 10, 2018, for the special convention room rate. After that date, reservations are on a rate and space availability basis. NO SMOKING: The NYSOMS ROC-NY 2018 CME Convention is designated as a non- smoking event. Smoking is prohibited in the Association's designated meeting rooms, social functions and exhibit hall. 6
EXHIBITOR SET-UP AND SHIPPING INFORMATION STANDARD TABLE EQUIPMENT Each tabletop exhibit includes a 6' table and 2 side chairs. X-ray equipment and medical lasers may be displayed but not operated. ELECTRICAL SERVICE If your tabletop exhibit requires any electricity, we ask that you bring your own extension cords. All cords must be of the 3-wire grounded type. Please contact Barbara Greenwald at (516) 686-3958 if you plan on bringing an extension cord. INSTALLATION/DISMANTLING Exhibitors may set up their tables from 6:00 am 9:00 am on Friday April 13, 2018. Early set up will be available starting at 8 p.m. Thursday, April 14. Please make arrangements with Barbara Greenwald (516) 686-3958 to request earlier or later installation. Exhibits must be dismantled on Saturday, April 14, 2016, by 4:00 pm with no exceptions. ASSIGNMENT OF TABLE SPACE NYSOMS will make every effort to assign exhibitors the table of their choice. Historically, tables have been assigned on a first-come, first- served basis. However, NYSOMS reserves the right to assign tables in the best interests of the convention. No table will be assigned until a completed registration form is received. SHIPPING/MATERIAL HANDLING Arrangement for transporting goods to and from the hotel and the exhibit hall is the responsibility of the exhibitor. The Hyatt Long Island Hotel will accept shipments no earlier than April 12, 2018*. *NOTE: The hotel will provide storage and deliver up to 3 boxes to the exhibit hall at $5 per box, payable by the exhibitor. Material should be clearly labeled: EXHIBITOR (Your name and/or company name) C/O Miriam Lucas NYSOMS ROC-NY 2018 April 12-15, 2018 Hyatt Regency Long Island Hotel 1717 Motor Parkway Hauppauge, NY 11788 Arrangement and payment for transporting goods to and from the exhibit hall, receiving and removal of exhibits are the responsibility of the exhibitor. LIABILITY Exhibitors assume responsibility and liability for losses, damages and claims arising out of injury or damage to exhibitors' displays, equipment, or other property brought upon the premises of the hotel and shall indemnify and hold harmless NYSOMS, the Hyatt Regency Hotel and any authorized representative of any and all losses, damages, and claims from any cause whatsoever by reason of the use or occupancy of the exhibit space. Exhibitors are advised to carry insurance against loss or damage. 7
EXHIBIT SPACE CONTRACT ROC - NY 2018 New York State Osteopathic Medical Society, Inc. 1855 Broadway, New York 10023-7606 (212) 261-1784 phone / (212) 261-1786 fax Federal ID # 15-0583377 ROC - NY presented by NYSOMS to be held at the Hyatt Regency Long Island Hotel April 12-15, 2018. Exhibit Hall is open April 13-14, 2018. Space to be assigned by the Conference Program and Exhibit Chairperson. Exhibitors agree to abide by the rules and regulations of the conference as set forth in the prospectus, which is considered a part of this agreement. Exhibitors agree to accept a change of booth location if it should become necessary for causes beyond the control of the chairperson. Name of company (Exhibitor): Products or Services exhibited: Company Street Address: City: State: Zip Code: Phone: Our contact person for this booth space is: Name/Title: Phone (C): Email Address: Fax: Phone (W): Representing our company will be (list additional names on back): Badge Name 1: Badge Name 2: Number of booth space units: One ($1500) or Two ($2500) or Three ($3500) Event Sponsorship Opportunities: call Barbara Greenwald at (516) 686-3958. Our Payment in the amount of $ is enclosed for Exhibit Hall space. Payment Method: Check payable to NYSOMS Charge my: AMEX MasterCard VISA Discover Card Name and address on Credit Card if different than above: Credit Card # Email Address for credit card notification: The Exhibitor agrees to the terms and conditions as set in the Prospectus for ROC-NY 2018 We acknowledge that we are responsible for the $5/box/ for storage of up to 3 boxes that are shipped to the hotel and that there may be penalty if boxes are delivered prior to April 6, 2018. Signature: Print Name and Title: Exp Date: Any special services should be requested in writing to: ROC - NY Exhibits, NYSOMS at NYIT, 1855 Broadway, New York, NY 10023-7606 QUESTIONS? CALL (516) 686-3958 RETURN SIGNED WITH PAYMENT BEFORE March 12, 2018 8